--- title: "Letting, Management, Maintenance & Factoring for properties within Edinburgh" ocid: "ocds-h6vhtk-033c98" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-033c98" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-033c98.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-033c98.json" source: "Find A Tender Service" current_stage: "Planning" buyer: "THE CITY OF EDINBURGH COUNCIL" published: "2022-05-23" --- # Letting, Management, Maintenance & Factoring for properties within Edinburgh Buyer: THE CITY OF EDINBURGH COUNCIL Current stage: Planning OCID: ocds-h6vhtk-033c98 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-033c98) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-033c98.json) ## Summary The City of Edinburgh Council is preparing to initiate a procurement process for letting, management, maintenance, and factoring services for properties within Edinburgh. This opportunity falls under the category of property management services, with a focus on social rented homes and related developments. The procurement stage is currently in the planning phase, with a market research questionnaire available for interested parties to complete by 20th June 2020. Further updates are anticipated, with a future notice expected on 18th July 2022. This tender presents significant opportunities for businesses in the property management and maintenance sectors, especially those experienced in letting services and factoring for mixed-tenure residential properties. Service providers that specialise in managing social and mid-market rental properties will find this particularly relevant, as the Council seeks to incorporate feedback into its procurement strategy. Companies engaged in landscaping, routine maintenance, and property leasing services are also encouraged to participate, as the contract includes a scope of work that addresses a variety of needs across different property types. ## Notice The City of Edinburgh Council is responsible for one of Scotland's largest housebuilding programmes. Social rented homes are owned and managed by the Council as the landlord with factoring services currently provided to around 1,500 new build homes in mixed tenure estates. The Council is reviewing the letting, management and maintenance requirements for these homes and other factoring services that may be required across the Council's own new build homes being delivered on mixed-tenure sites and is therefore publishing this Prior Information Notice to notify the market of our upcoming opportunity and to give the market an opportunity to participate in finalising the Council's procurement strategy and help shape the procurement process. Potential bidders are invited to download the market research questionnaire and complete no later than Monday 20th June 2020. Those who submit a questionnaire may be invited to a dialogue session with the Project team to expand on their responses. ### Lot Information Factoring Services Please see description for Lot 1. Letting, Management & Maintenance Services This Prior Information Notice provides an opportunity to engage with the Council on ideas, solutions, and proposals by completing the attached questionnaire A full scope of services will be published as part of the procurement process. However, to assist with feedback a summary of the requirement is set out below. It is the Council's expectation at the time of publishing this PIN, that the procurement will comprise of two lots: Lot 1 - Edinburgh Living Services - Lettings, Management and Maintenance The diagram below explains the contractual relationship between the Service Provider and the landlords, who are the LLPs. The LLPs requires a number of services in order to operate on a day-to-day basis. The six services are outlined below. The LLPs have entered into a management and maintenance agreement with the Council to supply those services. As the Council's core business is managing social rented housing under a different tenancy regime, the Council will enter into a service Contract with a third-party Service Provider with experience in letting and managing mid-market and market rent homes. The third-party Service Provider will deliver the services to the LLPs on the Council's behalf. The Contract for the services required will be between the Council and the Service Provider. However, the Service Provider will be expected to engage directly with the LLP as set out in the Contract to ensure strong communication between service provider and landlord. The management services will cover all letting services including marketing and allocating homes to tenants, arranging tenancy agreements, rent collection and arrears management, dealing with deposits, and managing the day-to-day running including the handling of complaints or queries. The maintenance services are required to ensure that the homes are in a suitable condition prior to letting, during vacant management and during occupation by a tenant. The services include emergency, urgent, routine repairs, and any planned maintenance, such as annual gas safety checks and any other checks required by legislation. In addition, the planned maintenance will cover servicing of appliances as required. Lot 2 - Council and Edinburgh Living Services - Factoring Many of the Council's existing and future developments are mixed tenure. This tenure mix could consist of social rent, mid-market rent and also homes for private sale. In order to ensure that developments are maintained from the outset and the tenure blind approach which has been taken at design and development stage is sustained, the Council has appointed Factors across a number of new-build sites. Factoring services will be required by both the Council, Edinburgh Living and any private owners ("user groups") on these and future mixed-tenure sites. Factors will be expected to provide a menu of services which can be accessed as relevant to each site, user group and any Deed of Conditions in place. These will include, but not be limited to landscape maintenance, bike and bin store cleaning and maintenance, plant room cleaning, gutter cleaning and other block management services as usually provided by a Factor. As an example, on a large mixed tenure development, private owners are likely to require a full menu of services and the Council and Edinburgh Living will opt-in to landscape maintenance, bike and bin store cleaning and maintenance as well as some block management options if they cannot be provided through existing contracts or in-house. It is the Council's intention to procure a framework of Factors to service these sites. Additional information: If you would like any further information, please contact Kelly Faulds, Category Delivery Lead by email on kelly.faulds@edinburgh.gov.uk ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/013811-2022 | | Notice type | Planning Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Not Specified | | Procurement method details | Not specified | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Planning | ## Dates | Field | Value | | --- | --- | | Publication date | 23 May 2022 | | Submission deadline | Not specified | | Future notice date | 17 Jul 2022 | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Planned | | Lots status | Planned | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | THE CITY OF EDINBURGH COUNCIL | | Locality | EDINBURGH | | Post town | Edinburgh | | Postcode | EH8 8BG | | Country | Scotland | | ITL 1 | TLM Scotland | | ITL 2 | TLM1 East Central Scotland | | ITL 3 | TLM13 City of Edinburgh | | Local authority | City of Edinburgh | | Electoral ward | City Centre | | Westminster constituency | Edinburgh East and Musselburgh | | Delivery location | TLM75 City of Edinburgh | ## CPV Codes ### Divisions - 45 - Construction work - 70 - Real estate services - 71 - Architectural, construction, engineering and inspection services ### Codes - 45112712 - Landscaping work for gardens - 70210000 - Residential property renting or leasing services - 70330000 - Property management services of real estate on a fee or contract basis - 70331000 - Residential property services - 71421000 - Landscape gardening services ## Release History - 23 May 2022 at 11:59 - Planning - Planning Notice - https://www.find-tender.service.gov.uk/Notice/013811-2022 ## Notice URLs - http://www.edinburgh.gov.uk - https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000694250 - https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=694250 - https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290 ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-033c98. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-033c98.json.